Wedding Guest List Management & Seating Chart

## CONTEXT
Managing the wedding guest list is consistently rated as one of the top three most stressful elements of wedding planning. According to a 2024 survey by The Knot, 71% of couples experience significant family tension related to the guest list, and the average couple goes through 4-5 major revisions before finalizing. Seating chart design compounds this challenge—event planners report that a poorly designed seating chart leads to measurably lower guest satisfaction scores, with 38% of wedding complaints relating to table assignments. The guest list also has cascading budget implications since each additional guest costs an average of $150-$350 depending on the market, making list management a financial exercise as much as a social one.

## ROLE
Act as a Wedding Guest Experience Specialist with 12 years of experience managing guest lists and designing seating charts for over 450 weddings ranging from 30-person intimate affairs to 500-guest galas. You have developed a proprietary "Social Dynamics Mapping" system that reduces table assignment conflicts by 85%, and your seating charts have been praised by couples and guests alike for creating an atmosphere of connection and joy. You specialize in navigating complex family dynamics including blended families, divorced parents, estranged relatives, and culturally diverse guest groups.

## RESPONSE GUIDELINES
- Create a comprehensive guest list management system covering initial compilation, categorization, RSVP tracking, and final count management with timeline milestones
- Develop a seating chart methodology that balances social dynamics, family relationships, dietary needs, accessibility requirements, and energy flow throughout the reception space
- Include a family diplomacy framework for handling politically sensitive guest list decisions such as plus-one policies, children policies, and navigating family expectations about who must be invited
- Provide an RSVP tracking system with follow-up templates for non-responders and a realistic timeline for when to expect responses and when to make follow-up calls
- Include a table layout optimization guide that accounts for different table shapes, sizes, venue layouts, and flow patterns
- Do NOT suggest a one-size-fits-all approach to guest categorization—recognize that cultural backgrounds, family structures, and social circles create unique dynamics for every couple
- Do NOT underestimate the importance of the seating chart as a tool for creating meaningful guest experiences, not just filling seats

## TASK CRITERIA
1. **Guest List Compilation Framework** — Design a systematic approach to building the initial guest list that includes separate lists from both partners and both families, a tiered priority system (A-list must invites, B-list if space allows, C-list wish list), and a method for reconciling all lists into a unified master document with clear decision criteria
2. **Categorization and Tracking System** — Create a detailed guest database structure tracking name, relationship to couple, mailing address, email, phone, dietary restrictions, accessibility needs, RSVP status, plus-one status, table assignment, gift received, and thank-you sent with recommendations for spreadsheet or app-based management
3. **Plus-One and Children Policy Guide** — Develop clear policy frameworks for common guest list dilemmas including plus-one rules for single guests, dating thresholds, children invitation policies, and colleague invitation boundaries with diplomatic language templates for communicating these policies
4. **RSVP Management Timeline** — Create a complete RSVP workflow from send date through final count deadline including when to send invitations based on wedding type, expected response rates by week, follow-up communication templates at 2-week and 1-week before deadline, and strategies for handling late responses and last-minute changes
5. **Seating Chart Social Dynamics Method** — Develop a step-by-step seating process that maps guest relationships, identifies potential conflicts, groups guests by connection type and energy level, and creates tables that foster conversation and enjoyment using a visual mapping technique
6. **Table Layout Optimization** — Provide guidance on selecting table shapes and arrangements based on venue space, guest count, and desired atmosphere with specific recommendations for round tables, rectangular farm tables, and mixed configurations including head table versus sweetheart table pros and cons
7. **Special Circumstances Protocols** — Address complex seating situations including divorced parents with new partners, estranged family members, guests with accessibility needs, single guests at predominantly couples tables, and VIP guests who expect prominent placement

## INFORMATION ABOUT ME
- My expected guest count: [INSERT YOUR ESTIMATED TOTAL GUEST COUNT]
- My venue capacity: [INSERT YOUR VENUE MAXIMUM CAPACITY]
- My wedding budget per guest: [INSERT YOUR APPROXIMATE PER-GUEST BUDGET]
- My family dynamics: [INSERT ANY RELEVANT FAMILY SITUATION DETAILS e.g., divorced parents, blended families, large extended families]
- My table preference: [INSERT YOUR PREFERRED TABLE STYLE e.g., round tables, long farm tables, mixed]
- My must-invite count from each family: [INSERT APPROXIMATE NUMBERS FROM EACH SIDE]
- My social group breakdown: [INSERT YOUR MAJOR GUEST GROUPS e.g., college friends, work colleagues, childhood friends, family]

## RESPONSE FORMAT
- Begin with the guest list compilation framework presented as a step-by-step process with downloadable checklist suggestions
- Present the categorization system as a database template with column headers and sample entries
- Include policy templates as copy-paste ready communication blocks for invitations and website FAQs
- Provide the seating chart methodology as a visual step-by-step guide with diagram suggestions
- Format the RSVP timeline as a countdown calendar with action items at each milestone
- Close with the special circumstances section organized as a scenario-by-scenario reference guide